Receptionist

Job description

Front Desk Management:

• Greet and welcome visitors, ensuring a positive first impression.
• Guide visitors through the office and ensure they are directed to the appropriate person or department.
• Maintain a clean, orderly, and professional reception area.
• Post and Parcels Handling:
• Receive, sort, and distribute incoming mail and parcels efficiently.
• Ensure outgoing mail is prepared and dispatched promptly, including courier and special deliveries.
• Maintain a tracking system for important packages and ensure proper documentation.
• Calendar and Appointment Management:
• Schedule meetings, manage conference room bookings, and maintain appointment calendars for team members.
• Coordinate with internal teams to arrange meeting logistics.
• Telephone and Communication Management:
• Answer phone calls, address inquiries, and redirect calls to appropriate team members.
• Maintain professionalism and confidentiality in handling sensitive information.

Office Administration:

• Perform general administrative tasks such as filing, photocopying, and data entry.
• Order and maintain office supplies to ensure the smooth functioning of daily activities.
• Support office staff with document preparation and correspondence.
• Security and Access Management:
• Monitor visitor access to maintain office security protocols.
• Maintain records of visitor logs and ensure adherence to office access policies.

Travel and Event Coordination:

• Arrange travel bookings and accommodations for team members.
• Assist in planning and organizing office events, meetings, or celebrations.
• Refreshments and Office Ambiance:
• Offer refreshments to visitors and ensure pantry areas are well-stocked and clean.
• Coordinate with cleaning staff to maintain a tidy and professional workspace.
• Customer Service and Information Provision:
• Act as the first point of contact for visitors, clients, and customers.
• Provide accurate information about the company, its services, and amenities.
• Problem Solving and Multitasking:
• Quickly address any challenges that arise, such as scheduling conflicts or package delivery issues.
• Manage multiple tasks effectively, prioritizing workload to meet deadlines.

Skills and Qualifications:

• Communication Skills: Excellent verbal and written communication to interact with visitors, staff, and clients effectively.
• Customer Service: A friendly, approachable demeanor to ensure all visitors and team members feel valued.
• Dependability: A reliable individual who ensures tasks are completed promptly and accurately.
• Attention to Detail: Accuracy in managing mail, scheduling, and handling administrative tasks.
• Technical Proficiency: Familiarity with Microsoft Office (Word, Excel, Outlook) and office equipment.
• Problem-Solving: Ability to handle unexpected situations with professionalism and efficiency.
• Organization and Multitasking: Strong organizational skills to manage calendars, packages, and administrative duties simultaneously.
• Ability to Work Under Pressure: Maintain composure and efficiency in a fast-paced environment.
• Office Hygiene Management: Ensure that the office environment remains clean, tidy, and presentable at all times by coordinating with cleaning staff and maintaining hygiene standards. Regularly sanitize high-touch areas such as the reception desk, door handles, and shared equipment. Monitor and replenish hygiene supplies, including hand sanitizers, tissues, and cleaning products, to promote a healthy workspace for staff and visitors. Proactively address any cleanliness concerns to uphold a professional and welcoming environment.

Location- Nariman Point